Why You Should Include Pronouns in Your Email Signature

In today’s workplaces, where diversity, equity, and inclusion are more than just buzzwords, even small actions can make a meaningful difference. One of those small but powerful actions? Including your pronouns in your email signature.

At first glance, listing pronouns like "she/her," "he/him," or "they/them" might seem unnecessary, especially if your gender identity is rarely misunderstood. But in reality, this simple step sends a strong signal of respect, inclusion, and allyship. Whether you're in a corporate office, a nonprofit organization, or a freelance profession, adding pronouns to your email signature is an easy and impactful way to foster a more inclusive communication culture.

In this post, we’ll explore the reasons why you should consider including pronouns in your email signature and how doing so contributes to a more respectful, aware, and equitable workplace.

1. Sharing Pronouns in Your Email Signature Normalizes the Practice and Reduces Stigma

One of the most common arguments for including pronouns in your email signature is normalization.

For transgender and nonbinary individuals, sharing pronouns helps others refer to them correctly, reducing misgendering—a mistake that can be emotionally distressing and alienating. However, when only trans or nonbinary people feel the need to include their pronouns, it can inadvertently “out” them or mark them as different.

When cisgender individuals (those whose gender identity aligns with their assigned sex at birth) also include their pronouns, it levels the playing field. It signals that pronouns are something we all have and something we all care about getting right, not just something that applies to a few people.

By making pronoun sharing routine, we make it safer and more comfortable for everyone to participate.

2. It Promotes Respectful and Accurate Communication

Names and pronouns are core parts of our identities. Just as you’d want someone to pronounce your name correctly, using the right pronouns for someone shows respect and attentiveness.

Including your own pronouns in your email signature sets the tone: you’re inviting others to know how to address you properly, and in turn, you’re signaling that you’re likely to extend that same respect to them. It creates a small but important moment of humanity in digital communication, where tone and personal cues are often harder to read.

In professional settings where relationships are built across departments, time zones, and even continents, getting pronouns right helps maintain respectful, thoughtful interaction - something that’s good for culture, morale, and collaboration.

3. Sharing Pronouns Demonstrates Allyship and Inclusion

Including pronouns in your signature can be a clear sign that you support gender diversity and inclusion. For people in minoritized groups, seeing colleagues and leadership display their pronouns can be a powerful gesture of solidarity.

Of course, it’s not a substitute for action or broader equity work. But it is a signal - a visible commitment to creating a workplace where all identities are acknowledged and affirmed.

When someone sees that you’ve included pronouns in your signature, they’re more likely to feel that you are someone who understands (or is at least trying to understand) gender diversity, and that you’re creating space for them to be fully themselves at work.

4. It Helps Avoid Assumptions

We often assume someone's gender based on their name, voice, or appearance, but those assumptions can be wrong. Adding pronouns to your email signature helps reduce the chance that others will misgender you - especially if your name is gender-neutral, culturally unfamiliar, or uncommon.

More importantly, by modeling this behavior, you’re helping to create a culture where people check their assumptions and approach identity with humility and curiosity.

In global companies or international teams, this becomes especially relevant. Cultural differences can impact how gender is expressed or perceived, and pronoun use is a helpful way to clarify expectations and avoid miscommunication.

5. It Signals Organizational Values

If you're a leader, HR professional, or part of a diversity & inclusion team, encouraging pronoun sharing in email signatures can reinforce company values. It tells clients, partners, and potential hires that your organization is forward-thinking, inclusive, and aware of evolving best practices around identity and communication. For younger generations - particularly Millennials and Gen Z - this matters a lot. They’re more likely to expect inclusive practices in the workplace and to choose to work for or with organizations that walk the talk on equity.

By adopting pronoun sharing as a norm, your organization can position itself as an inclusive, modern, and socially aware workplace.

6. Adding Pronouns in Your Email is Easy to Do and Costs Nothing

Many equity and inclusion initiatives require time, money, training, or buy-in from leadership. Adding pronouns to an email signature? It takes a few seconds and doesn’t cost a dime.

Here’s an example:

Cameron Morgan  
Marketing Manager | ABC Example Corp  
Pronouns: they/them  
📧 cameron.morgan@abcexamplecorp.com  
🌐 www.abcexamplecorp.com  

That’s it. No drama, no disruption. Just a simple update that carries real meaning.

And if you use email signature templates or company-wide branding, you can easily integrate pronouns across the organization in a consistent way.

Common Concerns and Misconceptions about Pronouns in the Workplace

It’s worth addressing a few common hesitations:

“Isn’t it obvious what my gender is?”

Even if it seems obvious to you, that’s not the point. Including your pronouns isn’t just about you—it’s about making it easier and safer for others to do the same.

“What if I don’t want to share my pronouns?”

That’s okay. No one should be forced to disclose information they’re uncomfortable sharing. The key is making it a welcome option, not a requirement. Voluntary adoption, not compulsory policy, leads to the best outcomes.

“Won’t people think it’s political?”

Respecting someone’s identity isn’t a political statement - it’s a human one. Including pronouns is about communication, not ideology. It’s about showing: "I care enough to make the effort."

Final Thoughts: Small Action, Big Impact

Inclusion doesn’t have to start with massive structural changes. Often, it begins with the little things, like how we greet each other, how we listen, and how we sign our emails.

Adding pronouns to your email signature is a small, practical act of allyship. It shows that you’re paying attention, that you care about respectful communication, and that you support a culture where everyone can be seen and valued for who they are.

So the next time you update your email signature, consider making this tiny tweak. You might be surprised by how powerful a few words can be.

Looking to make your workplace more inclusive? Consider starting with something as simple as your signature.